Privacy Notice

Redbourn Community Group
Charity No 297955

Privacy Notice

About us

Redbourn Community Group (RCG) is committed to protecting your personal data and this notice states in brief how we collect data, what we collect, how we store it, how we protect it and how we use it in accordance with all applicable laws concerning the protection of your personal information.

Your rights

We are committed to upholding all rights that apply to data subjects, including the right to be informed (as evidenced by this notice), to have access to a copy of the data records that we hold on you for your information, the right to have data restricted on a temporary or permanent basis, rectified or erased where appropriate, and the right to object, depending upon the lawful basis on which we rely to justify the processing we carry out.

Contact details

If you have any queries about this notice or your personal information, or if you would like a copy of our full Data Protection Policy, please contact:

Redbourn Community Group, Village Hall, 63 High Street, Redbourn, AL3 7LW

Email: info@redbourncg.org

Call: 01582 794550

You can direct your communication to the Data Protection Lead if you wish. RCG habitually consult with external data protection specialists as and when we need additional support or guidance.

How we collect information

We obtain personal information from you when you register with us as a volunteer, a client or both, or subsequently if there is a need to collect or process additional information, such as a change in a person’s role or required services, or from other parties such as the DBS service. We may obtain the information electronically, such as when you visit our website, by completion of a printed form, or from you in person.

The type of information we collect

The personal information we collect includes full name, address, email address, telephone numbers, emergency contact details, relevant medical information, driving licence / insurance certificates and information required to complete DBS (Disclosure and Barring Service) certification. Website visitors should also note that our site operate cookies, depending on your browser settings – for more information see the section on ‘Cookies’ in this document.

Data Protection Law recognises that certain categories of personal information are more sensitive. This is known as special category data and includes medical records, racial or ethnic origin, political or religious beliefs. We will sometimes also need to collect and use financial information, such as bank account details for example for refunding expenses.

Volunteers – we process special categories of personal data about our volunteers, in the form of Disclosure and Barring Service (DBS) checks, which we are required to carry out as part of our contract with Hertfordshire County Council, our Umbrella Body. We are also likely to process some additional special category data about volunteers when they apply to join us, in the form of marital status (for example when we ask for details of whom to contact on your behalf in the event of an emergency) or health / medical information (as part of our checks to ensure we are affording you every duty of care whilst you carry out volunteering services on our behalf). Details of this personal and special category data processing are provided to all volunteers and volunteering applicants via this Privacy Notice.

Clients – we process personal and special category data about our clients as this is essential to our service provision, and we therefore have a clear reason for doing so. In order for a client to participate in an event or excursion we would need to understand elements of the client’s medical history or current medical requirements so we can provide the appropriate support. We always aim to advise clients of any need to process the information before doing so, or at the earliest opportunity. This is forms part of our service commitment as well as this Privacy Notice.

How we use your information

The purposes for processing volunteer and client personal and special category information include, but are not always limited to:

• Matching volunteers / clients in order to undertake or perform a voluntary service or activity, for example contact numbers when matching drivers and clients. Drivers and clients will be given names, addresses and telephone numbers for car and minibus journeys – this processing and sharing of information is for the purpose of carrying out our contract to provide services to clients.
• Communicating information about our activities, fund-raising events and services – this is legitimate interest processing for marketing purposes to people who have opted to receive such promotional information, or for the purpose of carrying out our contract of service for service updates.
• Complying with our legal obligations, internal or Umbrella Body policies and related procedures as a service provider and a registered charity.
• Conducting surveys and obtaining feedback on our services, either as part of the performance of our contract to provide services, or in the course of our legitimate activities as a not-for-profit organisation, or where consent to such communications has been given by individuals.
• Where relevant and applicable to the type and purpose of data processing we intend to carry out, we will seek informed and/or explicit consent from individuals before doing so provided no other lawful justification is more appropriate.
• Our website will set cookies on your computer or smart device, depending on your browser settings; for more information see our separate ‘Cookies Policy’

Contact Form

If you get in touch with us via the contact form on the website, we may save the details you share with us on our database. See ‘How we protect your information’. This way, we can deal effectively and efficiently with your enquiry whilst keeping your data safe and secure and restricted to only key managers within the charity. We will not contact you or share your details without good reason as outlined above.

How we protect your information

We adopt appropriate data collection, storage and processing practices, and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal or transactional data stored on our systems and files.

The software we are using is called Charitylog (trade name Dizions Ltd) which is a General Data Protection Regulation (UK GDPR) compliant cloud-based system which holds your information; you can review Dizions Ltd’s own Privacy Policy at https://www.charitylog.co.uk/privacy. We also utilise Microsoft Outlook and MS Office applications with encryptions and passwords to protect the transfer of data between parties; details of Microsoft’s GDPR compliance can be found at https://www.microsoft.com/en-us/trust-center/privacy/gdpr-overview.

Training is an integral part of the induction process for volunteers, ensuring adherence to the importance of carefully and securely handling the data they have access to as part of their roles, and securely destroying contact information after use. A very limited number of nominated volunteers (Trustees and office volunteers) have higher levels of access to full personal data in their roles as administrators of the charity; others only have limited access pertinent to their role.

Retaining your personal information

We keep your personal information only for as long as we need to or are required to do so, in order to operate in accordance with legal requirements, carry out our services, operate as a registered charity or to fulfil our legitimate interests. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Data sharing

This Privacy Notice complements RCG’s Data Protection Policy which states the following:

“RCG will not share personal data belonging to volunteers or clients with other parties not involved with either the provision of our services or in monitoring our business operations and will fully comply with this Data Protection Policy when seeking to secure funds for themselves or other charities.

RCG will not target our volunteers or clients for sponsorship or donations for any charitable organisation, including our own. Absolutely no pressure or encouragement will be brought on volunteers to make financial donations to this or any other charity. RCG volunteers who donate their ‘time’ are greatly respected and hugely appreciated. No further donations are expected.

RCG will also not share personal data that they hold or process in RCG files and systems with other charities and will comply at all times with this Policy.

Use of WhatsApp

Please note that WhatsApp is used by many clients and volunteers as a messaging tool for RCG communications purposes. WhatsApp is an end to end messaging service provided by Meta; since it only allows one mobile phone number at a time per registered user, this is most likely to be a personal phone number.

Consequently, you should be aware that RCG related communications sent by RCG volunteers via WhatsApp are sent on a personal device using personal phone numbers. This places Meta as the data processor and their stated cloud storage locations for UK data are currently the UK and the Republic of Ireland. Other methods for communication are available, such as normal SMS, email and telephone.

This policy will be subject to annual review.

Policy approved and adopted by all Trustees November 2023.

Redbourn Community Group
Village Hall, High Street, Redbourn. AL3 7LW

01582 794550
www.redbourncg.org

info@redbourncg.org